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09-19-2005 LBOT MINUTES - APPROVED CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held September 19, 2005 Library HQ/Technical Services conference room 230 E. Chapman Avenue (basement), Orange I. CALL TO ORDER 1.1 Pledge of Allegiance Trustee Clemens led the Pledge of Allegiance. 1.2 Roll Call Trustees Present: Chair Douglas Westfall, Trustee Mark Clemens, and Trustee Nancy Collins Staff Present: Library Services Director Nora Jacob, Library Services Manager Yolanda Moreno, Senior Librarian Rosanne Miller, and Administrative Secretary Jan Reichert 1.3 Adoption of Agenda Trustee Collins moved to adopt the agenda as presented. Trustee Clemens seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Trustee Clemens moved to approve the minutes of the regular meeting held August 15, 2005 as presented. Trustee Collins seconded the motion, and it carried unanimously. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for August, 2005 Director Jacob reported on a busy month for the library and staff. She detailed three additional items: 1) Trustees are invited to the Summer Reading Club (SRC) Teen Volunteer Reception/Recognition on Sept. 27, 3:45 p.m. in the Weimer Room. Teens who volunteered 16 hours or more will be honored, then recognized by Mayor and City Council at the City Council meeting at 4:30. Trustee Collins said she planned to attend. 2) Borders Express at the Village in Orange is sponsoring a book drive and has adopted Orange Public Library as the recipient of all books received. Borders will hold the book drive bi- monthly, encourage its customers to purchase a paperback book for $5, and then will donate to the library. A different genre will be featured for each book drive. Senior Librarian Rosanne Miller will continue to work with Borders Express on this very important project. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 19, 2005 Page 2 3) Director Jacob and Ms. Miller attended an Emergency Preparedness (Anti-Terrorism) workshop in which a tabletop emergency scenario was presented. The roles and relationships of various City departments and other government agencies were explored and clarified. One outcome was that a center for people to get information about missing relatives and loved ones would be needed, and Director Jacob recommended the library as a perfect spot for such a center. The City will continue to conduct similar trainings. 2.2 Financial Report for July, 2005 The Library Director reported that expenditures thus far were on target for the new fiscal year. III. BOARD REPORTS 3.1 Report from Chair Westfall No report. 3.2 Report from Foundation Liaison Director Jacob reported for Ms. Schlund that the Library Foundation made close to $12,000 at the International Street Faire Parking Lot Fundraiser over Labor Day weekend. She thanked Trustee Collins for helping with the parking lot fundraiser that weekend. In addition, a financial audit was carried out as part of the development process for a $100,000 grant application to the Pacific Life Foundation submitted in late August. Also, Foundation Board Member Joanne Coontz is actively recruiting individuals for a new Advisory Board. Lastly, Director Jacob and Board Members Joanne Coontz and Charlene Baldwin attended a workshop titled “Raising More Money.” They will apply the lessons learned at strategic planning sessions at the October and November Library Foundation meetings. Director Jacob may also bring this process to the Library Board of Trustees. 3.3 Reports from Trustees Trustee Collins reported that she would be talking with home-schooled students about mentoring opportunities at the library. Trustee Clemens reported that students from Lutheran High School must perform 4 hours of community service apiece; he asked if the library needs any help. It was suggested the students might be able to assist with the RFID project once it gets started later this year. IV. OLD BUSINESS 4.1 Update, Main Library Expansion 4.1.1 Status Report on construction progress Director Jacob reported that the project is 20 percent completed. The 5 percent contingency fund is well under control. Additional updates: Five days are being added to the length of project; dust and noise levels are currently under control; and structural steel will start being delivered in a few days. The job site will have more sub-contractors arriving on site, and thus the noise level may be slightly elevated through the end of December. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 19, 2005 Page 3 Trustee Collins suggested hosting an ice cream social or dinner for surrounding neighbors, which would be good PR and neighbor communication. Director Jacob noted that an updated project newsletter would be sent out later that month to the Main Library’s neighbors. The Automated Materials Handling / Radio Frequency Identification (AMH/RFID) project is scheduled to start in November. Our project team is finalizing negotiations with the desired vendor. Next, the contract will go to the City Attorney for review, then to the City Council for approval (October 25). It was reported that the challenge with RFID is figuring out the logistics. The books are in boxes, and will need to be removed for tagging purposes and then re-boxed. Trustee Collins offered the assistance of her husband, Rick, to help with determining the logistics/ergonomics. 4.1.2 PR and outreach activities Director Jacob reported that the “Second Saturday on Site” tours have been very successful and well attended. A Cub Scout troop that needs to obtain its engineering badge will be part of October’s “Second Saturday on Site” tour. Director Jacob added that a weekly update is sent to City Council members with construction news. 4.2 Update, Shades of Orange/Cypress Street Barrio project Director Jacob reported that eight students from the San Jose State University graduate library school program at Cal State Fullerton will interview four residents of the Cypress Street Barrio for their oral history class, and then will transcribe their interviews for inclusion in our library’s archives. Of the four being interviewed, two are WWII veterans and one may be the oldest woman in the barrio. Director Jacob invited Trustees to the “Shades of Orange/Cypress Street Barrio” reception and photo exhibit on Thursday, Nov. 10, 7-9 p.m. in the Weimer Room. V. NEW BUSINESS 5.1 Collaborative Summer Library Program, 2006 Senior Librarian Rosanne Miller talked about the Collaborative Summer Library Program (CSLP) facilitated by the California Library Association (CLA) with funding from the California State Library (CSL). CLA will facilitate this summer reading program opportunity for 2006 and future summers for all interested public libraries. High quality summer reading program materials will be offered at the lowest cost possible to libraries, and a variety of reading incentives will be offered at significant savings. Ms. Miller added that Orange Public Library will try the program for one year and await feedback from the public before making a decision on whether to develop its own program for 2007. 5.2 Response to patron concern letter re: new computer sign-up system Director Jacob reviewed a response letter to a patron regarding the patron’s concern about OPL’s new computer sign-up system and subsequent computer “down time.” This has been the only written concern that the library has received on our new system. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 19, 2005 Page 4 VI. ANNOUNCEMENTS ¾ Sat., Oct. 8 – “Second Saturday on Site” tour, 9-10 a.m. @ Main Library. ¾ Thur., Nov., 10 – Opening reception, “Shades of Orange/Cypress Street Barrio” photo exhibit and commemoration of barrio military veterans, 7-9 p.m. @ Weimer Room in Orange Civic Center. ¾ Sat., Nov. 12 - “Second Saturday on Site” tour, 9-10 a.m. @ Main Library. VII. PUBLIC COMMENT None. VIII. ADJOURNMENT Trustee Collins moved, and Trustee Clemens seconded, to adjourn the meeting. The motion carried unanimously, and the meeting adjourned at 4:10 p.m. The next meeting will be held on Monday, October 17, 2005 at 3:00 p.m., at Library HQ/Technical Services conference room, 230 E. Chapman Avenue, Orange. ____________________________ _________________________ Nora Jacob, Secretary to the Board Attested on